UMSYS HR 9.1 Recruiting - Hiring Managers MU
UNIVERSITY OF MISSOURI
PeopleSoft End User Training
RECRUITING – HIRING
MANAGERS
T RAINING P ART ICIPANT G UIDE
PEOPLESOFT HRMS 9.1
RECRUITING
JULY 22, 2014
Training Guide
UMSYS HR 9.1 Recruiting - Hiring Managers
MU
Table of Contents
UMSYS HR 9.1 Recruiting - Hiring Managers MU ...................................................... 1
Welcome ...................................................................................................................................... 1
Accessing Recruiting .................................................................................................................. 1
Menu Navigation ................................................................................................................................... 2
Job Openings .............................................................................................................................. 3
Basic Navigation .................................................................................................................................... 4
Job Opening Navigation......................................................................................................................... 6
Activity & Attachments ......................................................................................................................... 7
Job Opening Details ............................................................................................................................. 10
Job Opening ................................................................................................................................................. 11
Hiring Team ................................................................................................................................................. 15
Screening ..................................................................................................................................................... 16
Job Posting................................................................................................................................................... 19
Manage Applicants .............................................................................................................................. 24
Applicant Activity ............................................................................................................................................ 26
Viewing Applicant Materials ............................................................................................................................ 27
Resume ........................................................................................................................................................ 27
Application .................................................................................................................................................. 28
Attachments ................................................................................................................................................. 29
Changing Dispositions ...................................................................................................................................... 31
Prepare Job Offer .............................................................................................................................................. 37
Job Acceptance Confirmation ...................................................................................................................... 49
Criminal Background Check Process ............................................................................................................... 54
Rejecting an Applicant ..................................................................................................................................... 68
Applicant Lists ......................................................................................................................... 71
Send Correspondence .............................................................................................................. 74
Samples of Correspondence ................................................................................................................. 78
Edit Job Offer ........................................................................................................................... 82
Appendix ................................................................................................................................... 90
Staff Recruitment Business Process ..................................................................................................... 90
Sample Staff Application ..................................................................................................................... 94
Academic Recruitment Business Process ............................................................................................ 96
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Training Guide
UMSYS HR 9.1 Recruiting - Hiring Managers MU
UMSYS HR 9.1 Recruiting -­ Hiring Managers MU
Welcome
Welcome to the PeopleSoft Human Resources 9.1 Recruiting - Hiring Managers Training
Guide.
Accessing Recruiting
After your Recruiter processes an approved Job Requisition, you will receive an email identifying
the Job Opening ID # (Vacancy #) for your position. To look at this information, you need to
open the production instance of the HR/Payroll module of PeopleSoft.
URL
HRPRD: https://hrprd.umsystem.edu/psp/prd/?cmd=login
A: Set this URL as a favorite.
B: Also accessible through WebApps (https://webapps.umsystem.edu).
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Menu Navigation
After logging into HR/Payroll, use the Main Menu navigation to select Recruiting. There will be
several pages available.
Pending Approvals: Alerts of pending Job Offers requiring your approval (See page 37).
Applicant Lists: Groupings of applicants you create to assist you in managing the recruiting
process (See page 71).
Browse Job Openings*: Will default to a list of vacancy titles and IDs that are assigned to you.
Choose the one you want to work with by selecting the job title.
Find Job Openings*: Will open a search window to allow an advanced search of vacancies with
which you are affiliated as either a Hiring Manager or an Interviewer.
Create New Job Opening: Recruiter use only.
Interview Calendar: Interview scheduling can be managed within Recruiting.
Print Application: Batch process. (Note: Applications, as a PDF, can be individually printed from
Job Opening > Manage Applicants. See page 24.)
Administration: Not functional.
Postings: Used to view internal and external posting information.
*Most frequently used by Hiring Managers.
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Job Openings
For this training, we will start by looking at the vacancy information completed by the Recruiter
from the Job Requisition. Below are the search results for Browse Job Openings. In this training
example, we will navigate to Job Opening ID 13122.
Manage Applicants Navigation > View Applicants
Personalize: Used to change the order of the headings.
Find: In order to use the Find feature you must disable your pop up blockers.
View All: Displays the entire list, if there are more applicants than just those
initially displayed.
Zoom
: Allows you to view zoom in on just the search results.
Download : Allows you to create an Excel spreadsheet of the applicants and
the other fields on this page. Useful for making notes.
First: Use to navigate directly to the top of a list. Here the applicants display by
date last updated, so First takes you to the top of the list.
Previous : Allows you to move page by page, towards the top, through the
applicant list.
1 of 4: In this example, you are on the first record in a group containing four
records. Each page can display up to 20 applicants.
Next : Allows you to move page by page, towards the bottom, through the
applicant list.
Last: Use to navigate directly to the bottom of a list. Here the applicants display
by date last updated, so Last takes you to the bottom of the list.
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Basic Navigation
When you go to a specific job opening ID there is a default screen. It is also referred to as the job
opening 360 page. From here you can view the job opening and posting information (page 19),
the attachments (page 7), and the materials for all applicants routed to the Hiring Manager.
Job Opening Header
After selecting a vacancy, also known as a Job Opening ID, a job opening screen
will default. Review the data in the Header to verify that you have selected the
correct opening.
Posting Title: Title that applicants see in the posting. This is taken from the job
requisition.
Job Opening Status: This should be Open until an applicant is hired.
Job Title: Default information from the Position Number on the job requisition.
Position Number: The position supplied on the job requisition.
Business Unit: Defaults from Position data.
Job Opening ID: The unique numbers automatically assigned to the vacancy
when it was entered.
Job Type: Generally always Standard.
Job Code: Defaults from Position data.
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There is additional navigation on this page if you need to look at other Job Openings.
Job Opening – Navigation Bar 1
Save: Recruiter use only.
Clone: Recruiter use only.
Create New: Recruiter use only.
Previous Job Opening: Navigate up on the search list created in Find Job
Openings.
Next Job Opening: Navigate down on the search list created in Find Job
Openings.
Job Opening List: Will return you to the search list created in Find Job Openings.
Duplicate navigation exists at both the top and bottom of the job opening.
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Job Opening Navigation
Job Opening Navigation
There are three parts to the Job Opening Navigation:
Manage Applicants (See page 24).
Activity & Attachments (See page 7).
Job Opening Details (See page 10).
To verify that the Job Posting information was correctly created from the job
requisition, you must navigate to the Job Opening Details.
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Activity & Attachments
To review the original requisition, select Activity & Attachments.
Activity & Attachments
Notes: Selection process notes can be added here by the Recruiter or Hiring
Manager.
Attachments: Job requisitions, advertisements, interviewer notes, and offer letters
can be attached here.
Expenses: Optional for Hiring Manager to record recruiting expenses.
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Activity & Attachments
Browse and select the file you would like to attach and then click the Upload
button.
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Activity & Attachments
The file will display in the Attachments section.
Note: Attachment descriptions can be added in the Description field, but DO
NOT use the Audience drop-down list.
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Job Opening Details
Job Opening Details
From the primary navigation, select the Job Opening Details tab. The Job Opening
Details has four sections. The information in this section should be viewed, not edited. If
changes are required, contact your Recruiter.
Job Opening Details
Job Opening: Contains basic information about the opening, some defaults from
Position and Job Code information. Other data comes from the Job Requisition. It is
a long screen and requires scrolling to get through all of the information. For more
information, see page 11.
Hiring Team: Displays the names of the Recruiter, Hiring Managers, and
Interviewers or Search Committee members. For more information, see page 15.
Screening: List of questions each applicant answered related to the job
requirements. Answers to these questions are used to filter applicants not meeting
minimum or department specified skills and experiences. Applicants in the Route
status answered all of the questions correctly. For more information, see page 16.
Job Posting: This is the data entry screen for developing the posting information as
it appears on the website. Recruiters are completing this from the information
departments provide on the Job Requisition. The job posting is available even after
the posting has been removed from the website. For more information, see page 19.
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Job Opening
Job Opening Details – Opening Information
Most of the information defaults from either the Job Code table or Position data.
Generally, the default information is used.
Job Opening Type: Standard (default).
Created By: EmplID and name of the Recruiter who entered the data.
Created: Date the job posting was created.
Openings to Fill: Generally, this will be Limited.
Target Openings: Generally, this will be 1. If you need to post multiple jobs with
the same title, include all position numbers on the requisition.
Available Openings: Counts down to reflect the difference between target
openings and hires.
Establishment ID: Should be empty.
Business Unit: Populates from Position data.
Company: Populates from Position data.
Department: Populates from Position data.
Location: Populates from Position data.
Recruiting Location: Entered from information on the job requisition.
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Job Opening Details – Opening Information
Status Code: Generally, you will be working with an Open status. Other statuses
may include Hold, Filled/Closed, and Cancelled. Only Recruiters can change a
Job Opening status.
Status Reason: Used to distinguish different types of recruiting options. These
are the same as the Recruiting Types on the job requisition.
Status Date: Actual date the Status Code is assigned.
Desired Start Date: Leave blank.
Encumb. Dt: Leave blank.
Projected Fill Date: Leave blank.
Date Authorized: Date Open status was assigned.
Referral Program ID: Leave blank.
Recruitment Contact: For staff positions, leave blank. For academic positions,
select either 9 Month Academic or Academic.
Note: Although some changes can be made directly in Opening Information, they
should be made in Position data and pulled through to Recruit. Incorrect
information for any field must be corrected by the Recruiter.
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Job Opening Details – Opening Information
Positions: If more than one position will be staffed from the applicant pool, one
position must be designated as primary.
Employees Being Replaced: Not being used.
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Job Opening Details – Additional Job Specifications
Staffing Information: All of the information in this section defaults from
Position data. Check with your Recruiter if the information is inaccurate.
Salary Information: All of the information in this section defaults from the Job
Code table. Check with your Recruiter if the information is inaccurate.
Note: If no hiring range information is provided on the job requisition, the range
listed on this page will be used in the job posting.
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Hiring Team
Job Opening Details > Hiring Team - Assignments
Information for the Hiring Team is populated by the Recruiter from the names
provided on the job requisition.
The Hiring Team can have many members. When multiple Hiring Managers are
included, one person must be designated as primary.
Hiring Managers = Staff who administer the hiring process.
Interviewers = Search committee members or people who have input into the
hiring decision. If Interviewers want to see applications online, this must be
designated on the job requisition.
Interested Parties = People who have input into the hiring decision of an academic
position.
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Screening
Job Opening Details > Screening
On the Screening page, Hiring Managers can view the questions about job skills,
work experience, certifications, etc. that applicants have to answer. Some
questions will deal with minimum qualifications and others with preferred
qualifications.
Recruiters do not screen academic applications. For academic job openings, this
section will be blank.
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Job Opening Details > Screening – Additional Job Specifications
Work Experience & Education: Screening on these fields is used to ensure the
work experience and education sections were completed. The levels are not
reflective of minimum qualifications.
Licenses & Certificates: Most are related to health care, but could refer to
driver's license.
Languages: Any language skills that the applicant possesses.
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Job Opening Details > Screening – Applicant Screening
Screening Questions: Questions that were answered in reference to minimum and
preferred job skills and employability. Select View Answers to see all possible
answers.
There are several levels of screening that are available for Recruiters to use.
Applications for MU staff positions are currently screened on Minimum
Qualifications and Preferred Qualifications.
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Job Posting
Job Opening Details > Job Posting
Use this page to view the information copied from the job requisition to set up the
web posting. Please notify your Recruiter of any changes that may be needed.
To see the information, select the job title listed at the bottom of the screen.
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Job Opening Details > Job Posting – Posting Information
Visible: Internal and External describes where this information will be seen on the
web. Internal refers to the current employees' site. External refers to the site
designed for applicants outside the University.
Staff Job Postings
Description Type
Application Deadline
Application Materials
Benefit Eligibility
Equal Employment Opportunity
Hiring Department
Job Description
Minimum Qualifications
Preferred Qualifications
Salary
Shift
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Description
Designated posting period (unless a different period is requested on
the requisition).
Required attachments beyond the application. This is determined
by the hiring department.
Outline of benefits associated with the job.
HR provides this statement.
On the requisition.
On the requisition.
HR provides the minimum qualifications.
On the requisition. These are determined by the hiring department.
Hiring range data on the requisition or the range from the Job Code.
On the requisition.
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For information that does not match these standard headings, the generic heading of
Other Information is available for use on the posting.
Academic Job Postings
Description Type
Application Materials
(required)
Job Description (required)
Qualifications (required)
Application Deadline
(optional)
Other Information (optional)
Salary (optional)
Benefit Eligibility
EEO Statement
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Description
Materials that the applicant is required to submit in
order to be considered for the position. This is
determined by the hiring department.
Statement describing the position. This is written by
the hiring department. It may be the same language
used in external advertising.
The required qualifications for the position. These
are determined by the hiring department.
Last day for applicants to submit their materials.
This is determined by the hiring department. If not
specified, there is no deadline.
Any other information that the hiring department
wants to have included in the job posting.
The department can choose to post a salary range for
the position.
HRS will include an outline of the benefits
associated with the position.
HRS will include an EEO statement on all job
postings.
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Job Opening Details > Job Posting – Posting Information
The Destination section will generally include Columbia. For departments with
business operations on other campuses, posting in Columbia may not be helpful.
If the destination will not be Columbia, include appropriate campus destination
information on the requisition. This is referred to as a cross campus job posting.
The dates on this page identify the time frame the job will be available to
applicants on the web. The Recruiter will set up the defined posting period for
staff openings unless a shorter or longer period is listed on the job requisition.
There is a similar posting process for academic openings. Generally, academic
postings are open ended. The Remove Date is set when a finalist is identified.
To view the posting in final format and to see how the job posting appears to
applicants, click the Preview button
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Job Opening Details > Job Posting – Posting Information
The job posting preview defaults to the external posting. To view the internal
posting, use the Switch to Internal View link at the top or bottom of the preview
screen.
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Manage Applicants
After your job has posted and people have applied and been screened by the Recruiter,
you will want to review these applicants. Use Find Job Openings or Browse Job
Openings and select the Job Opening ID.
Manage Applicants > View Applicants
Your screen defaults to Manage Applicants > View Applicants. The default order of applicant
information is date order, newest to oldest.
To sort a list of applicants, select a column heading (e.g., Applicant Name). Selecting the column
heading will sort the list A-Z. Selecting the column heading again will sort the list Z-A.
Display: Defaults to All. You can change the display to limit the applicants displayed to individual
disposition types (i.e., Route, Interview, Invite for Interview, Hold, Withdrawn, and Reject).
Applicant Name: Last name, first name of the applicant. See page 26 for more information.
ID: Applicant ID that is assigned by PeopleSoft.
Type: Indicates whether the applicant is a current employee (Emp) or prospective employee (Ext).
Disposition: Indicates the current status of each applicant for the job opening. Options include Hold,
Interview, Invite for Interview, Reject, Route, or Withdrawn. See page 31 for details.
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Manage Applicants > View Applicants
Resume: Selecting this icon will let you view and/or print the resume that the applicant attached for
this job. This may be a combined cover letter and resume document. Note: Your pop-up blocker must
be disabled.
Application: Selecting this icon will let you view and/or print the application.
View Attachment: Selecting this icon will let you view and/or print anything in the list of attachments
that the applicant has uploaded.
Last Updated: This is the default sort option for the list of applicants. It displays the date and time the
current disposition status was updated.
Take Action: Used to take actions on individual applicants.
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Applicant Activity
When you select the applicant name link, you will move to a summary of the applicant's
demographic information. You will also see a list of jobs for which the individual has applied.
This is not a complete list. You will only see jobs listed for which you are the Hiring Manager or
Interviewer.
Applicant Activity
Current Status: Accessed by clicking on an applicant's name. This provides
quick access to the applicant's phone and address information. The activity listed
will reflect jobs for which the applicant has applied and for which you are on the
Hiring Team.
Interview Schedule/Evaluation: Campus is not currently using these features.
Check with your Recruiter for more information.
Expenses: This area is designed to record recruiting expenses specific to the
applicant.
To return to Manage Applicants, select Applicant List.
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Viewing Applicant Materials
The resume, online application, and other attachments that an applicant submits can be viewed
and printed by the Hiring Manager or Interviewers with security access. You must allow popups for these items to display.
From the Manage Applicants - View Applicants page, click the icon that corresponds with the
document you would like to view. The application will be in PDF format, but other attachments
may be in Word or other formats.
Resume
The Resume can be individualized or it can be general. The applicant has the option to
attach unique resumes for each job for which they apply. Human Resource Services
advises applicants who want individualized cover letters to save the cover letter and
resume as one document and attach it as a resume. The current file size limit is 11MB.
There is no limitation on the file type.
Resumes or curriculum vitae are required for academic applicants. Resumes are optional
for anyone applying for staff vacancies.
Note: A sample resume is not provided in these materials.
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Application
The document will open in a separate window. Make sure your pop-up blocker is turned off.
When printing the document, the document will print to your default printer. Applications will be
at least three pages long and will include the job related questions the applicant answered when
submitting their application.
Applications for academic positions will only have information in the Applicant Information and
Attachments sections of the application. The other sections of the application will have headings
printed but will not have any information in them.
Note: Applications that have been submitted cannot be modified. To view a complete sample
application, see page 93.
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Attachments
The documents available to Hiring Managers under the View Attachment column are visible by
the Hiring Team for every job to which the applicant has applied. There are seven different kinds
of attachments that applicants can upload to Recruit:
Cover Letters (maximum of five)
Letters of Reference (maximum of five)
Portfolio (maximum of two)
Publications List (maximum of two)
Reference List (maximum of two)
Transcripts (maximum of three)
Other Attachments (maximum of 10)
The file size limit is 20MB. There is no restriction on the type of file that can be attached.
Note: The attachments are not unique to a job posting. All attachments are associated
with the applicant.
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Take Action Options
Action
Add Applicant to New List
Add Applicant to Saved List
Check Availability
Create Interview Evaluation
Purpose
See page 71.
See page 71.
Connected to Interview Scheduling
which is not being used at this
time.
Use only if documenting
interviews in the system.
Forward Applicant
Manage Interviews
Prepare Job Offer
Reject Applicant
Select Action
Send Correspondence
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User
Hiring Manager
Hiring Manager
NA
Hiring Manager
Recruiter
Use only if recording interview
schedules in the system.
Use to communicate proposed
hiring information to Recruiters.
Use to identify applicants you do
not want to consider for the
vacancy. All interviewed
applicants must be rejected.
Default
Use to send emails to applicants
regarding the status of the job. See
page 74.
Hiring Manager
Hiring Manager
Hiring Manager
NA
Hiring Manager or
Recruiter
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Changing Dispositions
Changing an applicant's disposition, such as to Interview or Withdraw, must be done manually by
a Hiring Manager. There are two possible views to the Disposition Details screen. Both views are
described.
Changing an Applicant’s Disposition
From the Manage Applicants - View Applicants page, click the current disposition
link that corresponds with the applicant whose disposition you would like to
change.
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VIEW #1
The first view looks like this.
Changing an Applicant’s Disposition
Click the Overall Routing Status drop-down list and select the new status from the
list. Options include:
010 Routed
020 Invite for Interview
100 Hold
110 Reject*
120 Withdrawn*
Note: There are two ways to move applicants to the reject disposition. In addition
to changing it through the Disposition Details, Hiring Managers can use the Take
Action feature to reject applicants. See page 68 for details.
*Indicate routing statuses that must be paired with a status reason before the
change can be saved.
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VIEW #2
The second view looks like this.
Changing an Applicant’s Disposition
Click the arrow to expand the disposition details.
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Changing an Applicant’s Disposition
Click the Status Code drop-down list and select the new status from the list.
Options include:
040 Prelim Interview
050 Routed
051 Invite for Interview
060 Interview
070 Offer – Do not use. Status is updated automatically.
110 Reject*
120 Withdrawn*
Note: There are two ways to move applicants to the reject disposition. In addition
to changing it through the Disposition Details, Hiring Managers can use the Take
Action feature to reject applicants. See page 68 for details.
*Indicate routing statuses that must be paired with a status reason before the
change can be saved.
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Changing an Applicant’s Disposition
After selecting the appropriate status and reason (if needed), you must click Save
.
You can navigate back to the Manage Applicants page by selecting the Return to
Previous Page link.
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Changing an Applicant’s Disposition
Confirm the Disposition is updated to reflect your selection.
Note: When an applicant accepts an offer for another position, the Route
disposition for all other jobs will change to Hold until the applicant is hired. Once
hired, the disposition will revert back to Route.
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Prepare Job Offer
Once Interviewers or Search Committee members have completed interviews, reference checks,
and decided who to hire, the Hiring Manager needs to complete the offer details and submit the
job offer for approval.
For staff positions, Human Resource Services is the final reviewer of the offer details for policy
compliance prior to approval.
For academic positions, the final review of the offer letter, for completeness and compliance, is
done by the Provost Office.
Prepare Job Offer
Locate the job opening via the Find Job Openings page and select Prepare Job
Offer from the *Take Action list for the applicant to whom you want to offer the
job.
This will take you to the Prepare Job Offer page.
Note: For academic positions, the offer letter must be added to the job opening
under the Activity & Attachments tab.
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Prepare Job Offer
The Prepare Job Offer page will display. Most of the information on this page
defaults based on the job opening.
Confirm this is the correct applicant and correct job opening for the offer. If not,
return to the previous page and start over. If it is correct, scroll down to the Job
Offer Components section of the page.
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Prepare Job Offer – Job Offer Components
Components
Base Salary is the only required job offer component. Enter the Offer Amount and
select the appropriate Frequency. Most staff jobs have a frequency of either hourly
or monthly. Most academic jobs have a frequency of annual or contract.
Hiring Managers may record moving expenses and relocation amounts in this
area, but approval for these resources cannot be granted by Human Resource
Services. Refer to the HR Policy Manual for approval procedures.
To save the component information, scroll to the bottom of the page and click
.
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Prepare Job Offer – Job Offer Components
If you wish to add relocation or moving expense components, select
.
Comments
Add the work phone number and address in the Comments section of this page.
This is necessary for transfers, but is helpful for all hires.
Submit
After entering all of the Job Offer components and comments click the
button.
The offer letter can be uploaded as an attachment under the Activity &
Attachments section (See page 7). This is required for academic job offers.
Note: Do not use Save for Later.
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Prepare Job Offer
After submitting the job offer amount, an approval process must be designated.
To review the basic approval process, select Approvals.
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Job Offer Approval Process
This may be an individual or multiple approvers.
Multiple Approvers: Links to the list of Hiring Managers. Anyone on the Hiring
Team can create an offer. Only the primary Hiring Manager can approve an offer.
If your division wants additional approvers, use the Insert Approver button
to
insert additional approvers. This can only be done by the Hiring Manager before
the offer is approved. Check with your fiscal officer if you are unsure who needs
to approve the offer details.
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Approver Search
If you know the person's SSO, enter the desired information into the User ID field
(e.g., DOEJ).
If you only have a name, select the Look up feature
and enter the last name
only into the name field. You should get search results that include the person you
wish to add. Check with your Recruiter if you have difficulties finding the
individual you need to add to the job offer approval process.
After selecting the person you wish to add as an approver, click the Insert button
.
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Job Offer Approval Process
The newly inserted approver will display in the approval chain.
You may add others into the approval chain. Any approvers added can be
removed by selecting the delete button
as long as the additional approver is
still in the Not Routed status.
Each department or division can develop their own approval process. Human
Resource Services will only look for the approval of the primary Hiring Manager
for staff positions.
For academic positions, the Provost office requires that the dean and department
chair have reviewed and approved the offer. The dean and department chair can
do this in the approval chain or a representative can enter the approval in the
system on their behalf. Ken Dean must be added as the last person in the approval
chain (after the Recruiter).
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Job Offer Approval Process
In order to move the approval process along to the next approver, the primary
Hiring Manager must approve the job offer. If the job offer is prepared by
someone other than the primary Hiring Manager, an automated email will be sent
to the primary Hiring Manager as notification that there is an offer that needs
approval. (Refer to the following page for an example.)
Click the
button.
Once the primary Hiring Manager enters an approval, the Hiring Managers' status
changes from Pending to Approved. Notice that an approval that is pending will
automatically be sent to the next person in the approval chain. Once an
individual’s status has been changed from Not Routed to Pending, that person cannot be removed from the approval chain.
Note: The
on this page will terminate the offer. A programming fix
is currently being developed.
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Job Offer Approval Process
Once the primary Hiring Manager has approved the Job Offer, the Recruiter (or
the next person in the approval chain) will have the option to Approve, Pushback,
or Deny the Job Offer.
Approve will move the approval to the next person in the approval chain (or
complete the approval process).
Pushback will push the approval back one person in the approval chain. The
person who pushes back the approval will be required to enter a comment about
why they are pushing the approval back/what needs to be corrected.
Deny will terminate the approval process. The person who denies the job offer
will need to enter a comment about they are denying the approval. The Hiring
Manager can make changes and resubmit the offer for approval.
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Job Offer Approval Process
Once the approval process is complete, the primary Hiring Manager will receive an
automated email that the offer is approved and at this point the offer can be extended to the
finalist. After the offer is extended there are three outcomes:
1. The applicant accepts the offer. Refer to page 49 (Job Acceptance Confirmation).
2. The applicant wishes to negotiate the terms of the offer. Refer to page 82 (Edit Job
Offer).
3. The applicant rejects the offer. Contact your Recruiter for instructions.
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Job Acceptance Confirmation
Once the department extends the offer to the applicant, and the applicant accepts, standard
business process for processing a criminal background check and post offer testing must be
followed. Then the Hiring Manager must edit the Offer Disposition.
If the finalist rejects the offer, this must be updated before a separate offer can be prepared for a
different applicant. If you have questions about this update, check with your Recruiter.
Job Acceptance Documentation
The applicant's Disposition needs to be updated from Offer to Accepted. This
disposition change is done from the Disposition Details: Offer page.
Click the Offer link.
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Job Acceptance Documentation
The Offer Status will display as 010 Extend.
Scroll to the bottom of the Disposition Details page.
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Job Acceptance Documentation
Expand the Edit Disposition Details section. Click the Expand section button.
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Job Acceptance Documentation
Select 071 Offer Accepted from the Status drop-down list.
Scroll to the bottom of the page and click the
Then select
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Job Acceptance Documentation
On the Job Opening page, the applicant's Disposition will have updated to
Accepted. After the CBC process is complete, the Recruiter will be able to find all
applicants in the Accepted disposition so they can process the final step, Prepare
for Hire, in Recruit.
For new hires, an EmplID will be created. The Hiring Department will be notified
of the new or existing EmplID.
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Criminal Background Check Process
Once the job offer has been accepted and the applicant's disposition is changed to
Accepted, the Hiring Manager should request a Criminal Background Check
(CBC).
Click the Applicant Name link.
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Click the Select Action list.
Click the Pre-Employment Check list item.
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Click the Go button.
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The Background Screening Provider will default to HireRight, Inc.
Click the Request New Inquiry button.
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Click the Select Services list.
Click the Package 1- Basic Package list item.
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Click the Next link.
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The Choose Completion Option page will display. The information on this page is
carried over from PeopleSoft Recruit. Verify that you have selected the correct
individual and click the Invite applicant to complete missing information
online. option.
Click the Next link.
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The applicant's name and preferred email address will display. This is the email
that the CBC request will be sent to.
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The Choose Message to E-mail Applicant field will default to the previously
determined template.
Accept the default.
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Enter the Customer References fields (i.e., Job Opening ID/Vacancy #, Hiring
Manager, Department, Job Title).
Scroll down the page.
Click the vertical scroll bar.
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Click the Submit link.
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Click the Close link.
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The PeopleSoft window remains open.
Click the Return to Previous Page link.
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The Screening Inquiry will display as Initiated. This will change to Complete
once the applicant completes the CBC. A status of complete does not necessarily
indicate that the adjudication has taken place. You will be contacted by the
Recruiter once the adjudication is complete.
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Rejecting an Applicant
Note: All applicants who were interviewed are required to be updated to the
reject status with the appropriate rejection reason code.
Select Reject Applicant from the Take Action drop-down list. The Manage Applicant: Reject
Applicant page will display.
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Confirm you have selected the correct applicant(s) to reject.
It is necessary to enter a Status Reason when rejecting an applicant. All of the Status Reasons
applicable to Hiring Managers begin with HM.
Rejecting an Applicant
A variety of Reject Status reasons are available. Reasons that include ACD are for
academic positions only.
If you choose HM ACD – Other as the reject reason, you will need to keep
documentation explaining the reason on file. There is no text field to enter a
comment or explanation about the reason in Recruit. For compliance purposes,
any interview notes need to be maintained for three years.
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Rejecting an Applicant
The Job Opening will display and the applicant's Disposition will have changed to
Reject.
Note: When an applicant is hired, all of the other applicants not already in a reject
status will be automatically rejected by the system and the job opening status will
update to 110 Filled.
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Applicant Lists
Applicant lists are groupings of applicants that Hiring Managers can develop to facilitate the
recruiting process. Hiring Managers can add applicants to a list and then perform tasks for one,
several, or all applicants on the list at the same time. For example, a Hiring Manager can create a
list of applicants that they need to contact.
Lists can be public or private. The creator of an applicant list is the owner of the list. It is
recommended that you use only private lists. Only the list owner can view and make changes to a
private list. All Recruiters, Hiring Managers, and Interviewers have access to public lists.
Create Applicant List
After accessing the job opening, locate the applicant you would like to add to a list.
Click the *Take Action list for the applicant.
You can either create a new list to add the applicant to, or add the applicant to a previously created
list.
For this training example, click the Add Applicant to New List list item.
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Create Applicant List
Enter the desired label into the List Name field.
Enter the desired information into the Description field.
The list will default to Active. Select Inactive if you wish to inactivate an
applicant list.
Applicant lists are designed to be visible to just you. Any list can be reset
to public (visible to all Recruiters, Hiring Managers, and Interviewers).
Therefore, only select public if you want to allow anyone to see your list.
Click the Continue button
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Create Applicant List
The Applicant List page will display.
You can take the following actions on applicants on your lists:
Action
Add Note
Add to Another List
Forward Applicant
Link Applicant to Job
Route Applicant
Send Correspondence
User
Hiring Manager
Hiring Manager
Recruiter Use Only
Recruiter Use Only
Recruiter Use Only
Hiring Manager
A list can be comprised of applicants from several different job openings. For
example, you may want to send the same correspondence to applicants from
several openings.
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Send Correspondence
After accessing the job opening, locate the applicant to whom you wish to send correspondence.
For this training example, you will be sending correspondence to Robert Drake.
Click the *Take Action list for the applicant.
Send Correspondence
Click the Send Correspondence list item.
Note: You can also send correspondence to several applicants at once. Select
applicants using the check box to the left of the applicant name and use the Group
Action option at the bottom of the page. Follow the same process for sending,
previewing, and confirmation.
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Send Correspondence
The Send Correspondence page will display.
Contact Method: Defaults to Email. Accept the default.
Template ID: Hiring Managers may use:
General email (blank) - HRS_SEND_C_GEN_EMAIL (Sample on page 78.)
Other candidate selected - HRS_SEND_C_OTHER_CAND_SEL (Sample on
page 79.)
Position closed - HRS_SEND_C_POS_CLOSED (Sample on page 80.)
Regret (you were not chosen to interview) - HRS_SEND_C_REGRET
(Sample on page 81.)
To: Applicant name will display.
Cc: Defaults to the Recruit system.
Bcc: Enter additional recipients.
From: Defaults to the Hiring Manager.
Subject: Enter job title, department, and/or job opening number.
Message: Enter text for a blank template.
When sending the same letter to a group of applicants, you will see all the names
in the To: field. Each recipient will only see his/her name.
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Send Correspondence Preview
Scroll to the bottom of the page.
Click Preview to see the text for a template and to confirm that the correct
information is being sent.
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Send Correspondence Preview
The correspondence preview will display. For samples of all of the template types,
see pages 78 - 81.
Click Return to return to the Send Correspondence page.
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Samples of Correspondence
General Preview
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Other Candidate Selected Preview
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Position Closed Preview
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Regret Preview
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Edit Job Offer
There are situations when a finalist declines an offer, withdraws from consideration, or
request some change to the offer that was extended. This section describes changing the
existing offer components, as well as terminating one offer so a new offer can be set up
for a different applicant.
Edit Offer
It may be necessary to amend the offer elements. This change is done from the
Disposition Details: Offer page.
Click the Offer link.
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Edit Offer
The Offer Status will display as 010 Extend.
Scroll to the bottom of the Disposition Details page.
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Edit Offer
Click the Edit Offer button.
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Edit Offer
Make edits to the job offer and click the Submit button.
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Edit Offer
When an offer is edited, the offer approvals appear to reset.
Click the Approvals link.
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Edit Offer
The job offer approval chain will only have the Hiring Manager and Recruiter
boxes in it and nothing will be approved. The original offer approval and the
completed offer chain is not erased or reset. It is moved to the comments section.
Click the expand section button for the Comment History section.
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Edit Offer
Click the View History link.
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Edit Offer
If the Edit Offer button is clicked and there are no revisions to the offer, it is
easiest for the Hiring Manager and the Recruiter to approve the new offer chain,
or for the Recruiter to override the approval. The Recruiter should make a note in
the comments for the new approval chain. No additional people need to be added
to the new approval chain.
If there are substantial changes to the offer, the updated offer should be
reapproved through the approval chain.
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Appendix
Staff Recruitment Business Process
Department Identifies New or Vacant Position
For new staff positions, department submits Position Classification Questionnaire
(PCQ) to HRS to establish the correct job title.
Department completes requisition (and hiring freeze exception form, if
applicable) and obtains appropriate approvals.
Requisition and approval are emailed to umchrsrequisitions@missouri.edu. Note:
Freeze exception form is maintained by the division/department.
HRS Recruiter Receives Requisition and Posts Position
HRS Recruiter works with the Hiring Manager to develop screening questions for
preferred qualifications.
HRS Recruiter enters the information for the job posting into Recruit.
Vacancy Announcement Posts on HR Website for a Defined Posting Period
HRS Recruiter sets a specific begin and end date for the posting. Departments can request
a specific posting timeframe or use the following guidelines.
1 week
Office/Clerical
5 business days
Internal Union
2 weeks
Technical
2 weeks
External Union
3 weeks
Administrative Professional
Applicants Apply Online
Applicants complete an application with work history, education, screening
questions etc. In addition, external applicants complete a personal profile section.
HRS Recruiter Screens and Routes Applications of Qualified Applicants
Applications are screened.
Applications meeting minimum qualifications and preferred qualifications, if
applicable, are routed to the department.
Hiring Manager Manages Applications
Hiring Manager can view all routed applications in Recruit.
Hiring Manager can print application materials for the search committee or they
can be accessed by committee members via Recruit.
Interviewer/Search Committee Conducts Selection Process
Interviewer/Search Committee determines who to interview.
Hiring Manager updates applicant disposition to record who is being interviewed.
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HRS Recruiter checks the database to confirm that candidate(s) are eligible for
hire and to check for discipline less than two years old and communicates any
concerns to the department.
Hiring Manager schedules interview and sends correspondence via email to candidates.
Interviewer/Search Committee conducts interviews and selects final candidate.
Job Offer
Hiring Manager enters salary information in Recruit.
Hiring Manager sets up additional approvers in Recruit, if applicable. Note: The addition
of approvers is optional based on division/department procedures regarding who
approves offers.
HRS Recruiter performs the following tasks:
1. Manually reviews final candidate’s application to ensure the minimum
qualifications for the position are met.
2. Confirms candidate is eligible for hire (e.g., no terminations for disqualifying
reason).
3. Confirms department has indicated who was interviewed in Recruit.
4. Reviews the offer for policy compliance (e.g., salary within range).
HRS Recruiter approves, denies, or pushes the offer back based on results of the above
checks.
HRS Recruiter notifies department via email if offer is approved.
The department extends job offer. Note: For certain union-eligible positions, the
department provides a post offer employment testing (POET) candidate interaction letter.
Offer is Accepted
Hiring Manager updates Recruit to indicate candidate accepted the offer and sets up the
finalist for a pre-employment CBC through Recruit.
Hiring Manager indicates rejection reason in Recruit for all candidates who were
interviewed but not offered a job.
Candidate schedules POET test, if applicable.
HRS Recruiter Monitors CBC Status and Creates EmplID
HRS Recruiter checks the HireRight database for completed CBC results.
If the CBC contains convictions, an HR professional reviews for job relevance.
HRS Recruiter adjudicates all CBC reports, with guidance from the HR professional.
The Recruiter creates the EmplID (for new employees), informs the Hiring Manager that
the candidate is eligible for hire, and provides the EmplID to the Hiring Manager (for
new employees). If the CBC is not acceptable, the Recruiter notifies the department to
rescind the offer.
The Recruiter initiates the Prepare for Hire action which creates a Hire eForm. This ePAF
drives to the worklist for the Initiator for the department.
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Note: If the finalist will be a new hire or rehire, the Prepare for Hire process will also
trigger an email message to be sent to the finalist. This message contains information
about how to access the documents that must be completed online before the first day of
work.
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Department Processes Hire Paperwork
Department Initiator reviews the existing data on the Hire eForm in the worklist
and updates if needed. Additional data is added e.g., MoCode, JED information,
Work Phone, Work Address. If needed, additional documents are uploaded. The
completed Hire eForm is approved at the division level and pushed to Human
Resources for final review and data entry.
Job Opening is Closed
The department communicates with non-selected candidates regarding the status
of the vacancy.
HRS reviews data fields on the Hire eForm. HRS reviews the information on the
finalist’s onboarding forms. As the final reviewer, HRS approval will load the
Hire eForm in the PeopleSoft HR/Payroll database to create or update a job
record.
This will cause the applicant status to change to Hired and, if appropriate, the job
opening will update to Filled/Closed.
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Sample Staff Application
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Academic Recruitment Business Process
Department Identifies New or Vacant Position
Department completes requisition, advertisement, justification for abridged search
(if necessary) and hiring freeze exception paperwork for positions subject to the
hiring freeze. (Review http://chancellor.missouri.edu/news/hiring-freeze.php for
hiring freeze guidelines.)
Requisition and all attachments are emailed to the Deputy Provost.
Human Resource Services (HRS) Receives Requisition
Once approved, the Provost Office forwards recruitment documents to HRS.
HRS reviews job posting details and advertisement for title, applicant instructions,
EEO statement, etc.
HRS Recruiter enters the information for the job opening and posting and uploads
requisition, advertisement, approval messages, and other supporting materials in
Recruit.
Vacancy Announcement Posts on HRS Website for a Defined Posting Period
HRS Recruiter notifies the Hiring Manager of the job opening number assigned to
the vacancy.
The minimum standard posting period for academic positions is 30 days.
Note: Abridged hires typically are not posted on the website, or may be posted
for a period of less than 30 days.
Applicants Apply Online for Specific Job Openings
Applicants complete a candidate profile and attach the required application
materials (CV, cover letter, portfolio, etc.).
HRS Recruiter Processes Applications
All applications are routed to department by the HRS Recruiter daily.
Hiring Manager Manages Applications
Hiring Manager can view and print all routed applications.
Search Committee Conducts Selection Process
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Search Committee (Interviewers) review applications and determine who to
interview. Note: In addition to the Hiring Manager, the Search Committee
members can view and print all routed applications.
Hiring Manager schedules interview and sends correspondence to candidates.
Search Committee conducts interviews (phone, Skype, face to face).
Hiring Manager marks candidates as interviewed in Recruit.
Search Committee recommends final candidate.
Job Offer – Approval Process
Hiring Manager uploads offer letter and enters salary information as an offer
component in Recruit.
Hiring Manager adds additional approvers to the approval chain based on
School/College approval procedures. Note: The Provost’s office requires approval from the Dean. The Dean can enter this approval in Recruit directly or he/she can
designate an individual to approve on their behalf. Additional approvers are
optional based on Division/Department procedures.
HRS reviews the offer letter for required language and confirms the department
has indicated who was interviewed in Recruit.
After HRS review, the offer is reviewed by the Deputy Provost for final approval.
Once the offer is approved by the Deputy Provost, the primary Hiring Manager
receives email notification.
Department extends the job offer.
If it hasn’t been done already, HRS removes the job posting from the website.
Offer is Accepted
Candidate returns the signed offer letter.
Hiring Manager updates the job offer to indicate the candidate accepted the offer.
Hiring Manager sets up the finalist for pre-employment CBC in Recruit. If no
CBC is required, the Hiring Manager notifies the HRS Recruiter of offer
acceptance.
Hiring Manager indicates reject reasons in Recruit for all candidates who were
interviewed, but not offered a job.
The final candidate receives an email invitation to complete the CBC process
online. HireRight will provide the link and logon and temporary password
information. *Note: The finalist cannot begin work until an acceptable
background check is returned.
HRS Recruiter Monitors CBC Status and Creates EmplID
HRS Recruiter checks the HireRight database for completed CBC results.
If the CBC contains any convictions, Deputy Provost reviews for job relevance.
HRS Recruiter adjudicates the CBC report, with guidance from the HR
professional.
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The Recruiter creates the EmplID (for new employees), informs the Hiring
Manager that the candidate is eligible for hire, and provides the EmplID to the
Hiring Manager (for new employees). If the CBC is not acceptable, the
Recruiter notifies the department to rescind the offer.
The Recruiter initiates the Prepare for Hire action which creates a Hire eForm.
This ePAF drives to the worklist for the Initiator for the department.
Note: If the finalist will be a new hire or rehire, the Prepare for Hire process will also
trigger an email message to be sent to the finalist. This message contains information
about how to access the documents that must be completed online before the first day of
work.
Department Processes Hire Paperwork
Department Initiator reviews the existing data on the Hire eForm in the worklist,
and updates if needed. Additional data is added e.g., MoCode, JED information,
Work Phone, and Work Address. If needed, additional documents are uploaded.
The completed Hire eForm is approved at the division level and pushed to Human
Resources for final review and data entry.
Job Opening is Closed
The department communicates with non-selected candidates regarding status of
the vacancy.
HRS reviews data fields on the Hire eForm. HRS reviews the information on the
finalist’s onboarding forms. As the final reviewer, HRS approval will load the
Hire eForm into the PeopleSoft HR/Payroll database to create or update a job
record.
This will cause the applicant status to change to Hired, and if appropriate, the job
opening will update to Filled/Closed.
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